HR and Operations Coordinator

Guided by the remarkable legacy of its co-founder, Helen Keller, Helen Keller Intl partners with communities that are striving to overcome longstanding cycles of poverty. By delivering the essential building blocks of good health, sound nutrition, and clear vision, we help millions of people create lasting change in their own lives. Working in 20 countries – across Africa, Asia, Europe, and the United States – and together with a global community of supporters, we ensure every person has the opportunity – as Helen did – to reach their true potential.

NATURE OF WORK: The coordinator will be responsible for support to the Human Resources and operations overall function, ensuring that best practice is applied at workplace.

Position title: Human Resources and Operations Coordinator

Position Job Grade: Grade J

Report directly to: Country Director – dotted line with the Director People & Culture

Collaborate with: All Staff

MAJOR TASKS AND ACTIVITIES

Human Resources Management 

• Develop and implement HR policies and procedures in compliance with local regulations and organizational standards. Stay updated on labor laws and regulations to ensure compliance.
• Manage recruitment processes, including job postings, screening resumes, conducting interviews, and facilitating the hiring process in adherence to Helen Keller Intl’s policy and quality standards.
• Coordinate onboarding and orientation programs for new employees.
• Maintain employee records both physically and in the SharePoint and ensure accuracy and confidentiality. Manage staff employment contracts and all relevant documents related to the employee life cycle.
• Manage employee relations, including conflict resolution, disciplinary actions, and performance management.
• Administer employee medical benefits and other related fringe benefits.
• Manage the local payroll, verify accuracy of calculations, and reconcile payroll.
• Collect timesheets in a timely manner and follow up with staff in completion.
• Ensure that Helen Keller Mozambique complies with the country’s tax laws and regulations.
• Ensure that tax and social declarations to the relevant administrations are made.
• Follow the evolution of tax and regulatory texts for an update of the organization.
• Ensure salary accounting aligns with project effort and is backed by timesheets.
• Provide strong line management to direct team and evaluate advise supervisees in a timely manner and ensure regular team and one-on-one meetings.
• Provide on-the-job capacity building to all members of direct team, ensuring they can carry out their duties appropriately. Conduct training needs assessments and facilitate training sessions as required.
• Focal person for internship/ trainee program ensures Helen Keller Intl internship policy including TOR development and selection of interns/ trainee.

Operations Management:

• Ensure all procurement comply with Helen Keller Int policies and procedures, ensuring correct usage of all forms.
• Coordinate with the Procurement Assistant the procurement process of Helen Keller intl Mozambique by ensuring competition, transparency, fairness, efficiency, and adherence to procedures.
• Coordinate with the procurement Assistant in setting up a database of suppliers meeting the criteria (quality, price, service, ethics)
• Follow up with the procurement Assistant on the proper drafting of service contracts, framework contracts, and purchase contracts.
• Ensure the procurement process is well documented, Monitor the preparation of purchase orders to service providers,
• Ensure compliance with the organization’s procedures.
• Coordinate the drafting of administrative correspondence and its archiving.
• Manage the office security and safety, ensuring proper running of the services.
• Coordination of logistics including booking of flight and hotel reservations, making arrangement for transportation, review of travel authorizations, documentation, and payments.
• Coordination and supervision of support staff (Procurement Assistant, driver, office assistant).

Qualifications & competencies :

• Bachelor’s degree in human resources management, Business Administration, or a related field. Master’s degree preferred.
• Proven experience in human resources management and operations, preferably in the nonprofit sector or international organizations.
• Strong understanding of Mozambican labor laws and regulations.
• Excellent communication, interpersonal, and negotiation skills.
• Excellent written and verbal in Portuguese and English language communication skills required. Ability to prioritize workload, assume responsibility for work, and follow through to completion.
• Excellent computer literacy including hands-on knowledge of: Microsoft Office, including Outlook, Word, Excel, and SharePoint Sites, or equivalent.
• Excellent interpersonal skills including active listening skills, discretion and confidentiality when handling sensitive information, and ability to communicate effectively across cultures,
• Ability and willingness to work under pressure with a positive attitude, as a part of a global team. Collaborative, flexible and solution oriented.
• Demonstrable respect for all persons regardless of religion, ethnicity, class or gender, with a high comfort level working in a diverse environment with a demonstrated commitment to high professional ethical standards.
• Commitment to Helen Keller’s mission and goals and the values embodied by our co-founder:bcompassion, rigor; grit/courage, and integrity.
• Strong organization skills and ability to work as a team oriented culturally diverse environment.
• Demonstrated ability to manage multiple tasks and prioritize effectively in a fast-paced environment

Marcado como: Helen Keller International